Intermediate Officer, Academic Administration

University of Ottawa•Ottawa, ON

1d•CA$59,038 - CA$74,574•Onsite

About The Position

The Faculty of Social Sciences (FSS) comprises nine departments, schools and institutes, offering undergraduate, masters, and doctoral programs in both English and French. With 10,000 students, 260 full-time professors, and a wide array of programs and research centers, the FSS plays a key role at the University of Ottawa. The faculty is proud to provide a collaborative working environment that inspires new ideas, encourages creative ingenuity, and promotes excellence, supported by approximately 100 administrative employees. This position's purpose is to greet and inform students regarding graduate programs, regulations, and procedures. It involves performing academic and administrative activities in compliance with the regulations and procedures of the academic unit, the Faculty, and the University. The role provides courteous and prompt service, promoting a positive image of the University of Ottawa to internal and external clients, thereby contributing to the university experience. This position may be assigned to different units to help fill temporary vacancies.

Requirements

Knowledge of administration normally acquired through post-secondary studies or equivalent experience.
Minimum of two (2) years of demonstrated experience in a similar role.
Experience in frontline client services.
Knowledge of University structure and regulations.
Experience in the interpretation, explanation and application of regulations and procedures.
Experience analyzing files and procedures.
Experience using computerized systems: word processing, database, spreadsheet, e-mail, Internet, web content management as well as academic and financial systems.
Ability to produce high quality work and meet tight deadlines.
Experience in bilingual administrative writing.
Experience working under pressure and organizing work.
Strong interpersonal and communication skills.
Bilingualism: French and English (spoken and written); to be considered for this position, candidates must be rated at the Low Advanced proficiency level or higher for both oral comprehension and reading comprehension in their second official language. The rating is determined by a proficiency test designed by the Official Languages and Bilingualism Institute.
Planning: Organize in time a series of actions or events in order to realize an objective or a project. Plan and organize own work and priorities in regular daily activities.
Initiative: Demonstrate creativity and initiative to suggest improvements and encourage positive results. Is proactive and self-starting. Show availability and willingness to go above and beyond whenever it is possible.
Client Service Orientation: Help or serve others to meet their needs. This implies anticipating and identifying the needs of internal and external clients and finding solutions on how to meet them.
Teamwork and Cooperation: Cooperate and work well with other members of the team to reach common goal(s). Accept and give constructive feedback. Able to adjust own behaviour to reach the goals of the team.

Nice To Haves

This position may be assigned to different units to help fill temporary vacancies.

Responsibilities

Provides front line services to students, professors and external parties.
Identifies students' needs in order to inform prospective students regarding programs of study and various university processes and services.
Informs students and professors about academic and administrative procedures and regulations.
Responsible for the unit's generic email box and Talisma account.
Analyzes academic records, service requests, course selection changes and cancellations.
Enrolls graduate students, if needed.
Informs students about the comprehensive examination process, thesis project, dissertations, theses and other service requests.
Verifies the entry of final course grades and approves them, coordinates teaching and course evaluations, special bookings and, if necessary, schedule modifications.
Informs students regarding the procedures and regulations for submitting their thesis for evaluation.
Coordinates the evaluation and defense process for graduate students.
Coordinates the creation of sponsored accounts for external examiners, communications with the thesis committee and the receipt of thesis evaluation reports.
Organizes the thesis defense.
Receives and processes all requests for deferred exams.
Coordinates the deferred exam process.
Participates in the recruitment and staffing process of regular and part-time faculty members in accordance with the provisions of the APUO and APTPUO collective agreements.
Prepares postings, offers and contracts for part-time professors.
Participates in the recruitment and staffing process for assistantships by preparing postings, offers and contracts in accordance with the provisions of the collective agreement SCFP.
Prepares reimbursement requests, invoice payment requests, and places supply orders.
Provides support for the preparation of activities, such as conferences and seminars, by ensuring the necessary logistics.
Updates the unit's website in compliance with accessibility standards.